procedural documentation - k12northstar.org

Procedural Documentation

Personnel Actions

For

FNSBSD

Schools and Departments

REVISED: April 17, 2013

Contents

I – PERSONNEL ACTION OVERVIEW ........................................................................................................... 1 The authorized end user initiates a personnel action when: ........................................................... 1 Personnel Actions Authorized for Use & Digital Documentation Requirements .............................. 2

II – INITIATING PERSONNEL ACTIONS....................................................................................................... 3 To initiate a Personnel Action, open the program Actions Entry. ................................................... 3

III – ATTACHING A DOCUMENT TO A PERSONNEL ACTION................................................................ 8

IV – ENTERING NOTES ON A PERSONNEL ACTION ............................................................................... 10

V. – REJECT NOTICE OF A PERSONNEL ACTION .................................................................................... 11

VI – SUPERVISOR APPROVAL OF A PERSONNEL ACTION .................................................................. 12

VII – PERSONNEL ACTION INQUIRY .......................................................................................................... 15 Departmental Functions > Employee Inquiry > Details > Actions Inquiry .................................. 15

VIII – RUNNING ACTIONS HISTORY REPORTING ................................................................................. 19

APPENDIX .......................................................................................................................................................... 22 Appendix A – PA Quick Reference Guide .................................................................................... 23 Appendix B – Wildcard Characters .............................................................................................. 25 Appendix C – Personnel Action Screens and Data Field Descriptions ......................................... 27

Table of Contents

Munis® Personnel Actions Page 1 P:\MUNIS\personnel action and workflow\Personnel Actions Procedures-end users revised 041713.docx

Overview A Personnel Action (PA) is a change or addition to an employee’s record that affects the individual’s status, pay or position. The MUNIS Personnel Action (PA) process is designed to automate the existing flow of the requested action and its associated paper documents from a school or department through interschool mail to appropriate offices in the district Administrative Center for action completion. When a request, a specific form, letter, or email is received from an employee, a personnel action entry may be required. This procedure explains the MUNIS Personnel Action process originating from the end user through its approval by the principal or department head to the appropriate Admin Center office(s) to ensure the Personnel Action is reviewed, acted upon, and completed. Getting Started The authorized end user initiates a personnel action when:

• an employee requests: • leave without pay (LWOP) • long term leave of absence (LOA) • military leave • admin leave (no longer required in personnel action) • family medical leave • job sharing • a resignation/retirement notice

OR-

• Supplemental Pay form is initiated and signed by the employee and supervisor • MOA payment authorization • SAS contract is initiated and signed by the employee and supervisor • SAS payment authorization

OR-

• Hiring of non-benefitted employees • Removing of non-benefitted employees • Email request for non-benefited employee working every student contact day

I – Personnel Action Overview


Action Code Reason/Authorization Code Attach Document

LV-Leave Family Medical Leave LFMR Family Medical Leave Request Change of Status Leave Without Pay LEAVE BLANK Change of Status

Military Leave LML Military Leave Set of Orders and Change of Status

OTHR-Miscellaneous Email request for non-benefitted employees OEM Email non-benefitted /bldg subs Email request

SAL-Salary Change

After School Program SAST After School Program Supplemental Pay

School Activity Sponsorship (SAS) Contract Approval SAS Student Activity Sponsorship SAS Contract

SAS Payment SASP SAS Payment Authorization none Memorandum of Agreement (MOA) Approval SMOA MOA Contract Approval Supplemental Pay

MOA Payment SMOP MOA Payment Authorization none Stipend Approval STIP Stipend Supplemental Pay Extended Contract Approval SEXT Extended Contract Supplemental Pay Job Share SJS Job share Job Share Request

Breakaide SBA Add Breakaide none SBAR Remove Breakaide

Kindergarten aide SKA Add Kindergarten Aide none SKAR Remove Kindergarten Aide

Intervention Tutor (non-benefitted)

STU Add Intervention Tutor none STUR Remove Intervention Tutor

ELL tutor (non-benefitted) SELL Add ELL Tutor non-benefitted none SELR Remove ELL Tutor non-benefitted

Special Education aide (temporary)

SSP Add Special Ed Aide temporary none

SSPR Remove Special Ed Aide temporary TERM-Terminate Employment

Resignation/Retirement LEAVE BLANK Written Notice from Employee

Personnel Actions Authorized for Use & Digital Documentation Requirements


Procedure A Personnel Action requires the selection of the appropriate Action Code, a Reason/Auth code (refer to page 3 for actions not requiring a Reason/Auth code) and a minimum level of data entry. **IMPORTANT:If using a “reason/auth” code, the first letter of the reason/authorization code should always match the first letter of the action code.

To initiate a Personnel Action, open the program Actions Entry. Departmental Functions > Actions Entry

1. Click the Add tool button to add a new PA and complete the fields as outlined below using both the Main (M) and Other (O) Tabs. Enter the employee’s f-number into the Employee data field.

II – Initiating Personnel Actions


If you do not know the employee’s f-number, click on the next to the Employee field. The following screen appears:


Select the employee from the alpha list (which is very long) or use the filter to quickly identify the employee by name vs. Emp #. Click on the green accept checkmark to bring the employee into the Personnel Action. 2. Tab to the Effective Date and select the date that the action is effective . 3. Select the correct Action Code by clicking on the down arrow at the end of the data field. The

Action Codes to be used at this time are: a. LV-Leave –DO NOT USE a reason if LWOP or LOA b. OTHR - Miscellaneous c. SAL - Salary Change d. TERM – Terminate Employment – DO NOT USE a reason

4. Tab to Reason/Auth and select from drop down menu. Only use the reason/auth code authorized

(see table on page 4).

5. Tab down to the comment field (limited to 60 characters) and insert a brief description. The

“Notes” icon is available record more information than the comment field allows.

a. For SAS/MOA actions, comments MUST follow the example below:


6. Click the “accept” button or the “enter” key on your keyboard, the PA status appears as

N – PENDING APPROVAL.

An electronic copy of the required document(s) needs to be scanned and attached to the PA. Ensure the document is signed by the employee and the supervisor (accept for Notice of Termination). See Section IV- Attaching a Document to a Personnel Action

What’s Next?

Now you are ready to click the “Release” button. This will start the appropriate workflow. It is imperative you perform this step.

1. To release a personnel action for approval, choose the left side menu option Release from the program Actions Entry.

2. The following pop-up screen will appear.

3. Choose Yes to release the PA.


4. The status of the action will change from N-Pending to X-In Progress. You can see the processing order the action will follow by choosing the Approvers tool button at the bottom right corner. The resulting screen will display all approvers associated with the action, who currently has the action waiting for approval, and the date and time that each approver acted on the action.

5. The approvers can be viewed by clicking on the Approvers tool button in the lower right corner of

the screen.

6. The screen above shows each approver and the date and time received and if any activity has taken place. This screen will display any comments as well if the actions was rejected or placed on hold.

Results The PA has been released for approval and the status will be displayed as X-Process.

What’s Next? Individual approvers will review the PA for approval.


Procedure 1. From the PA record, click the paperclip tool button to attach the contract. The following

screen will appear.

2. Click the Add tool button to add a document.

3. Click browse to find the file to attach. The following screen will appear.

4. Click on the document name, then click the Open button.

5.

III – Attaching a Document to a Personnel Action


6. The following pop-up will display. The description should equal the personnel action comments.

7. There is an option to allow access to non-Munis (public access users). By checking this field,

there is ability for public viewing of any attachments. This option pertains to those people who

would only have general public access (i.e. external auditors). Click the Accept tool button to save the description and the option for viewing.

8. The screen will display the name of the document and the document file name. To close this screen click on the Return button or choose the close tool button .

Results The document has been attached to the PA.

What’s Next? Optionally, if additional notes need to be entered to communicate to those who will process this action, see Section IV – Entering Notes on a Personnel Action.

SAS#8435 VBALL $799


Procedure 1. Choose the Notes folder from the personnel actions main screen.

The following screen will appear:

2. The comment field is limited to 60 characters and when needing more space to type information, the notes field should be used. After typing your information, Choose File and Save from the menu bar.

3. Close the note screen by choosing the close tool button . The note will be saved and the note folder will be highlighted yellow indicating that notes were added.

Results A note has been saved to the PA and it is accessible to all approvers for the PA.

IV – Entering Notes on a Personnel Action


1. If a Personnel Action was rejected, you will receive notification (by email and/or in your workflow) and a reason why it was rejected.

2. In most cases, inquire on the personnel action, modify/correct the action and click the “release” button (see page 8 on how to release).

3. If the account number or dollar amount is incorrect on the attachment, revise the document,

rescan and attach it to the existing personnel action (see Section III – Attaching a Document to a Personnel Action), then click the “release” button (see page 8 on how to release) DO NOT create a new personell action.

4. If an attachment is missing, inquire on the personnel action and attach document (see Section

III – Attaching a Document to a Personnel Action), then click the “release” button (see page 8 on how to release)

5. If the explanation for the action is unclear, either revise the attachment with more detailed

information, rescan and attach it to the existing personnel action (see Section III – Attaching a Document to a Personnel Action), or use the “notes” box to record a detailed explanation for the action. (See Section IV – Entering Notes on a Personnel Action)

6. If the rejection states the incorrect Action Code or Reason/Auth Code was used, a new

personnel action will need to be created (follow the instructions in Section II – Initiating Personnel Action).

7. If your unsure of how to handle the rejection notice, contact the individual who rejected the action

and inquire what is needed.

V. – Reject Notice of a Personnel Action


Procedure Under the Personnel Action procedure, gives principals and department heads the ability to approve actions and follow their progress to the specific offices for action. Once the action has been successfully completed, the originator is notified.

1. From the My Workflow on your dashboard, open Approvals by clicking Approval.

2. Click the “Arrow button” and select “More Info” to review the PA in detail.

VI – Supervisor Approval of a Personnel Action


3. If you are satistied with the PA, click on the Approve button.

4. If you would like to see the workflow of the action, click on the Approvers button.

5. The following pop-up message will appear.


7. Click Yes to approve the PAs. A secondary pop-up screen will appear allowing a comment to be entered.

8. Enter a comment (optional) and click the Accept tool button to save the comment.

9. Close the PA program screen and return to the Workflow Assistant by clicking the Close tool button.

Result The PA has been approved and sent the next approver in the workflow.


The Personnel Actions Inquiry program allows you to find Actions History or Pending Actions records if there is already an updated record.

Procedure Open the program Actions Inquiry:

Departmental Functions > Employee Inquiry > Details > Personnel Actions

1. Click the find tool button to search based on any field or combination of fields as outlined below. Note: See Appendix C for using Wildcard Characters in a search.

Field Description

Employee This box contains the employee number. The employee number must exist in the Employee Master program. When you complete this box and press Enter, the program completes the SSN and Name boxes.

Last Name First Name Middle Name MI Suffix

These boxes contain the employee’s last name, first name, middle name, middle initial, and suffix (if applicable). The program completes these boxes when you enter a Social Security number or employee number and press Enter.

VII – Personnel Action Inquiry


Field Description

Status This list identifies the current employment status for the selected employee. You should select Active.

Main Tab

Effective This box specifies the date the action took effect.

Approved This box specifies the date that the PA was approved.

Action Number This is action number for the event.

Action Code This list identifies the type of action as entered in Actions Entry.

Supporting Action This field will not be used.

Category This list indicates the category code from Actions Entry that is associated with the action type. The category types are as follows:

Action Code Short Desc Long Description

LV LEAVE LEAVE

SAL

SAL CHANGE SALARY CHANGE

TERM TERMINATE TERMINATE EMPLOYMENT

Reason/Auth This code is a further refinement of the Personnel Action. The list is rather long and is primarily used by HR to specify where a PA is routed.

Job Class This box contains the job class associated with the action.

Pay Type This box indicates the pay type for the selected employee.

Civil Service This list is not used.

Location This box specifies the work location code for the action.

Group/BU This list indicates the group/ bargaining unit code associated with the action.

Account Segs This box contains the general ledger account associated with the action. With the Full Account entry method, enter the full general ledger account number.

Government Job This check box is not used.

Status This list indicates the current status for the selected job (that is, full-time, part-time, and so on).

Months This box contains the number of months the employee has worked.

Eval Score This box contains the evaluation score as entered from Actions Entry (if Actions Entry has been updated).

Comment This box contains any comments regarding the employee or job. This box can contain up to 60 characters.

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Field Description

Entry User This box contains the user identification for the user who entered the record.

Entry Date This box indicates the date the record was created.

Entry Event This list indicates why a history record was created.

Pay Tab

Pay Type This box stores the pay type code for the action. This box is available for all actions types other than benefits

Base Pay This check box, if selected, indicates that this is a base pay item.

Position This box stores the position control number from the Position Control program.

Pay Freq This list indicates the pay frequency.

Start Date This box stores the start date for the employee’s pay. The payroll generate process uses these dates to determine whether to generate pay.

End Date This box stores the end date for the employee’s pay. The payroll generate process uses these dates to determine whether to generate pay.

Grade/Step These boxes store the salary grade or step. These boxes are applicable only for pays in which a salary tables apply.

Number of Pays This box contains the number of pay periods. This works in conjunction with the calculation code to determine the period pay amount. The value comes from the Job Class Codes or the Employee Job/Salary program.

Days/Year This box contains the days-per-year for this pay type.

Sched Hrs This box stores the number of scheduled hours for this pay type. The program uses this value in conjunction with the calculation code to determine the period pay amount. The value comes from the Job Class Master or the Employee Job/Salary program.

Pay Basis This list indicates the pay basis frequency.

Hours/Day This box contains the hours per day for this pay type.

Hours/Yr This box contains the hours per year for this pay type.

Days/Period This box contains the number of days per period

Factor This box contains the multiplication factor for calculations.

FTE% The full-time equivalency factor for this pay type.

Hourly Rate This box stores the hourly rate. You can change a default value for calculation codes with hourly rates.


Field Description

Hourly Rate/Recurring Pay

This box stores the hourly rate for recurring pay (that is, this pay type plus add-to-base pay).

Daily Rate This box indicates the daily rate. You can change a default value for calculation codes with daily rates.

Daily Rate/Recurring Pay

This box indicates the daily rate for recurring pay (that is, this pay type plus add-to-base pay). You can change a default value for calculation codes with daily rates.

Period Pay The period pay amount. You can change a default value for calculation codes with period pay amounts.

Period Pay/Recurring Pay

This box stores the period pay amount for recurring pay (that is, this pay type plus add-to-base pay). You can change a default value for calculation codes with period pay amounts.

Annual Sal This box stores the annual salary amount. You can change a default value for calculation codes with annual salary amounts.

Annual Sal/Recurring Pay

This box contains the annual salary amount for recurring pay (this pay type plus add-to-base pay). You can change a default value for calculation codes with annual salary amounts.

Amount This field will not be used.

Type This field will not be used.

Leave Tab

Return Date This is the estimated date the employee will return, if applicable. This date is completed from Actions Entry.

Leave Length This box displays the length of leave, if the action category on the Main tab is Leave. This time is completed from the Actions Entry program.

Leave Comment This box contains comments related to the employee leave. This box contains up to 20 characters.

Impact Seniority This check box indicates that the leave time is not to be added to time for seniority.

2. Click the Accept tool button to save the entries and return search results. Note: This program is an Inquiry program, so nothing can be changed here.

3. Click the Display tool button , PDF , Print , or Save to output or save the report.


Procedure The Actions History Reporting program allows you to query or print history information for PAs. 1. Open…(Actions History Reporting)

Human Resources/Payroll > Human Resources > Personnel Actions > Actions History Reporting

2. Click Define, and select the report options as outlined below.

Field Description

Execute This Report

This list allows you to use the Munis Scheduler to process the report. If you select Now to process the report immediately, click Display, PDF, Print, or Save to view, print, or save the report. If you select In Background (now) to process the report a single time using the event log and e-mail notification feature, or if you select At a Scheduled Time to establish a specific time when the report runs, the program uses Munis Scheduler.

Single Employee

This check box, if selected, directs the program to print the program for a single employee. If you select this check box, you must complete the Employee box with the employee number.

Employee This box contains the employee number for which you are creating the report.

VIII – Running Actions History Reporting

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Field Description

SSN This box contains the employee's Social Security number.

Last Name First Name MI

These boxes contain the last name, first name, and middle initial for the selected employee.

History Criteria

Status This list identifies the employee status type to include in the report.

Location These boxes define the range of work location codes to include. When you click Find to create an active set of records, these boxes are accessible to use as search criteria. To include only one location, enter that code in each box; to include all codes, leave the default value in each box.

Group/BU These boxes define the group/bargaining unit code ranges to include. To include only one group or unit, enter that code in each box; to include all codes, leave the default value in each box.

Job Class These boxes define the range of job class codes to include. To include only one job class, enter that code in each box; to include all codes, leave the default value in each box.

Org These boxes identify the range of organization codes to include. To include only one org code, enter that code in each box; to include all codes, leave the default value in each box.

Hire Dates These boxes define the range of hire dates to include. To include only one date, enter that date in each box; to include all dates, leave the default value in each box.

Roster Cards

Include Pay History

This check box, if selected, directs the program to include the pay history on the roster card report. If you select this check box, the Week Ending and Pay Category fields are accessible.

Week Ending

These boxes define the week ending date range to include.

Pay Category

These lists indicate the pay type code categories from the Pay Master program to include. Select a code for column 1 and column 2 of the report.

Actions to Print

These check boxes indicate to actions to include. You can select more than one check box to include multiple actions.


Field Description

Action Dates This list identifies the date range the program uses to select action records for the report. The program uses the dates relative to your selection at the time you Execute This Report. For example, if you select Today, the program uses the current date at the time the report is created. If you select Specify, you must complete the Action Date range boxes with the specific dates that define the range. The default values are blank to blank. The program retains the dates you enter until you close it. You can change the dates if you run the report more than once in the same session.

Report Sequence

This list identifies the order in which to print the report.

3. Click the Accept tool button to save the entries and return search results.

4. Click the Display tool button , PDF , Print , or Save to output or save the Actions History Report (summary of the changes that were made) or choose the Roster Cards button to create a Roster Card(s) (summary of employee master data).

Results You have successfully initiated a Personnel Action, entered an Action Code, entered data into the PA, attached required documents, provided additional information using notes and run Actions History Reporting/Roster Card(s). What’s Next? Please see Appendices below for additional information that might be useful in creating Personnel Actions.


Appendix


Purpose Action Code Reason/Authorization Code Required Comments Attach Document

After School Program SAL-Salary Change SAST After School Program purpose, start/end date

Example: (After school program,09/2012-05/2013)

Breakaide - ADD SAL-Salary Change SBA Add Breakaide school location initials none Breakaide - REMOVE SAL-Salary Change SBAR Remove Breakaide school location initials none ELL tutor (non-benefitted) - ADD SAL-Salary Change SELL Add ELL Tutor non-benefitted none none ELL tutor (non-benefitted) - REMOVE SAL-Salary Change SELR Remove ELL Tutor non-benefitted none none Email request for non-benefitted

employees OTHR-Miscellaneous OEM Email non-benefitted/bldg subs school location initials Email request

Extended Contract Approval SAL-Salary Change SEXT Extended Contract purpose, start/end date

Example: (librariaworkn 5 days before and 5 days13)

Supplemental Pay

Family Medical Leave LV-Leave LFMR Family Medical Leave Request Start/End dates Change of Status Intervention Tutor (non-benefitted) -

ADD SAL-Salary Change STU Add Intervention Tutor school location initials none

Intervention Tutor (non-benefitted) - REMOVE SAL-Salary Change STUR Remove Intervention Tutor school location initials none

Job Share SAL-Salary Change SJS Job share enter job share partner's name and

morning, afternoon or 1st/2st semester Job Share Request

Kindergarten aide - ADD SAL-Salary Change SKA Add Kindergarten Aide school location initials none Kindergarten aide - REMOVE SAL-Salary Change SKAR Remove Kindergarten Aide school location initials none Leave Without Pay LV-Leave LEAVE BLANK Start/End dates and purpose Change of Status

Military Leave LV-Leave LML Military Leave Start/End dates Set of Orders Change of Status

MOA - Memorandum of Agreement Approval SAL-Salary Change SMOA MOA Contract Approval

MOA, purpose, $ amount Example: (MOA,web mgr ,$100)

Supplemental Pay

MOA-Memorandum of Agreement Payment SAL-Salary Change SMOP MOA Payment Authorization

MOA, purpose, $ amount Example: (MOA,web mgr ,$100) none

Appendix A – PA Quick Reference Guide


Purpose Action Code Reason/Authorization Code Required Comments Attach Document

Resignation/Retirement TERM-Terminate Employment LEAVE BLANK none Written Notice

from Employee SAS-School Activity Sponsorship

payment SAL-Salary Change SASP SAS Payment Authorization SAS & #, purpose, $ amount

Example: (SAS 10253,VBALL,$799) none

SAS-School Activity Sponsorship approval SAL-Salary Change SAS Student Activity Sponsorship

SAS & #, purpose, $ amount Example: (SAS 10253,VBALL,$799) SAS Contract

Special Education aide (temporary) - ADD SAL-Salary Change SSP Add Special Ed Aide temporary none none

Special Education aide (temporary) - REMOVE SAL-Salary Change SSPR Remove Special Ed Aide

temporary none none

Stipend Approval SAL-Salary Change STIP Stipend purpose, $ amount

Example: (attend google class,$75) Supplemental

Pay

Appendix A – PA Quick Reference Guide

Munis® Personnel Action Page 25 P:\MUNIS\personnel action and workflow\Personnel Actions Procedures-end users revised 041713.docx

Appendix B – Wildcard Characters Wildcard characters are symbols you can type in boxes to refine your search criteria or to substitute for unknown values. You can include wildcard characters in boxes where you can type characters or numerals. You must include the correct capitalization in your search criteria. For example, if you type Smit*, records with the value SMITH are not found.

Symbol Meaning Used to:

= is null find records that have a NULL in a field.

= or == equal to find records that are equal to the value typed in the box. For example, typing =WI in the State box finds records where the value equals WI.

< less than find records with a value less than the data typed in the box. For example, typing <L finds data from A–K.

<= less than or equal to

find records with a value less than or equal to the data typed in the box. For example, typing <=L finds data from A–L.

> greater than find records with a value greater than the data typed in the box. For example, typing >L finds data from M–Z.

>= greater than or equal to

find records with a value greater than or equal to the data typed in the box. For example, typing >=L finds data from L–Z.

<> or != not equal find records with values not equal to the data typed in the box. For example, typing <>1 finds all records where the value is not equal to 1.

<! less than find records that have a space in a field.

: or .. Range

find records based on data between and including two limiting characters. For example, typing A:C finds Alabama, Bermuda, California. Typing a:c finds apple, banana, coconut.

| Or

find records with this value or that value. For example, typing Cash|Charge finds all records where the value equals Cash, if it exists, and all records where the value equals Charge, if it exists.


Symbol Meaning Used to:

* Wildcard

find all records with the same sequential character string that begins, includes, or ends with an asterisk (*). For example, typing ARL* finds all records starting with ARL, such as ARLBERG, ARLINGTON, ARLON, and so on. Typing *H finds all records ending with H such as SMITH, WORTH, and so on.

? single-character wildcard

finds all records with the same sequential character string where only a single-character differs. For example, typing A?C finds all records where the value equals ABC, ADC, ACC, AEC, and so on.

[c] a set of characters

find all codes, as follows: Start with N or T: [NT]* Start in lowercase: [a-z]* Start in uppercase: [A-Z]* Use to find all two-character codes, as follows: Start in lowercase: [a-z]? Start in uppercase: [A-Z]?


Appendix C – Personnel Action Screens and Data Field Descriptions Personnel Actions can be initiated from the Personnel Action Entry Screen.

Departmental Functions > Actions Entry

The following table contains a description of the fields in the Main Tab.

Field Description FNSBSD

Employee This box contains the existing employee number for the employee affected by this action. The employee number is the same as the employee’s f-# without the “f”.

• Enter the employee number • Choose from the list by clicking the help tool

button and choose the employee from the list by double clicking on the employee

• Use the Filter option at the bottom of the list. Press Tab after entering the employee number. Note: Your cursor will automatically drop down to the Effective Date field.

Last Name First Name Middle Name MI

These boxes contain the employee’s last name, first name, middle name, and middle initial.

These are informational fields, you will not have access to change these fields. However, you should check that the name field contains the employee whose action is being initiated.




Effective Date The effective date for the action. This date is used by the posting function (HR or Payroll) to select actions for processing. You can change a default value.

Enter the date the change should take place for the employee as the Effective Date.

Action Code

This is a drop down list of Action Codes. It identifies the fields and screen that will be used to accomplish a specific action. Choose the appropriate action code from the drop down list. There are two Action Codes for SAS and MOA’s. One for contract approval and one for authorizing actual payment for work performed. Please see an expanded explanation of what each code encompasses at the end of this document.

Schools and departments should select from the options listed below. If you have a desired PA that is not contained in these Action Codes, please call HR for assistance. LV – Request for Leave TERM – Notice of Termination SAL – Request for Change in Salary OTHR - Miscellaneous

User This box identifies the user ID of the person who creates the pending action entry.

This field identifies the originator of the PA. This field cannot be changed and should contain your f-number.

Reason/Auth This list contains Reason Codes authorized for end users to further define the Action Code selected above.

Consult the chart in Appendix A.

Entry Date This box identifies the date the action was entered. This date is a key value in workflow data.

This field will display the date the action was entered. This field cannot be changed.

Supporting Action FOR HR USE ONLY. This field will not be used. This field should be left blank.

Entry Time This box identifies the time the action was entered.

FNSBSD accepts the default user ID when adding an Actions Entry

On-boarding Code FOR HR USE ONLY. This field will not be used. This field should be left blank.

Create Action History Record

This check box directs the program to create history records when you add, delete, or update a pay or deduction record. We prefer that it always be checked.

This box should be checked automatically.

Action Category FOR HR USE ONLY. This field cannot be changed.




Action # Not currently used Not currently used

Approval Date Automatically populated when action is approved No entry required

Status This list indicates the workflow status of actions. MUNIS updates the value of this list as the workflow process progresses. This list is accessible through Munis Workflow.

This field represents the approval status of the PA. N-Pending – entry status and not released. X-In Process – has been released. A-Approved – completed the workflow and ready for out-put posting.

Comment This box contains an explanation of why the personnel action was created. You can enter up to 60 characters of text in this box.

Consult the chart in Appendix A.

Electronic File Path

This box displays the name of the file path for the electronic file.

The second screen in Personnel Actions is accessed by clicking the Other Tab (see below).


The following table contains a description of the fields in the Other Tab.


Job Class This box contains the employee job class. The employee’s job class code will display in this field.

Location This box contains the employee's primary location code.

The employee’s location will display in this field.

Group/BU This box contains the employee's group or bargaining unit code.

The employee’s Union code will display in this field.

Evaluations

Evaluation Score

FOR HR USE ONLY. This box identifies the evaluation score associated with a salary change.

FOR HR USE ONLY.

Pay Off

Amount FOR HR USE ONLY. This box specifies the payoff amount. FOR HR USE ONLY.

Type FOR HR USE ONLY. This list indicates the payoff type. FOR HR USE ONLY.

Leave

Leave Length This field contains the amount of leave time the employee is taking. You can change a default value.

N/A

Estimated Return

This box contains the estimated date the employee is returning from leave. This value is required when the value of the Action Code list indicates a leave-related action.

This field is required..

Seniority Impact

FOR HR USE ONLY. This check box, if selected, indicates that the leave affects seniority; clear if there is no impact.

FOR HR USE ONLY.

procedural documentation - k12northstar.org

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